Why PDF/A is the Preferred Long-term Archiving Format

Summary: This blog examines why PDF/A is the ideal format for long-term document archiving in comparison to other formats such as TIFF and WARC. PDF/A ensures file integrity by embedding all necessary resources to ensure documents are accessible and viewable in the future. Learn more about PDF/A as a future-proof storage solution and why Apryse PDF/A SDK is your choice for converting files.

As early as 2020, it was estimated that over 2.5 trillion PDFs existed worldwide. Each year, that number continues to grow, making PDFs the most commonly used format for exchanging documents reliably, regardless of the platform or device used.

A PDF can include elements such as text, images, metadata, links, and more. Other elements such as fonts, can’t be embedded and require the system to substitute these elements. While PDFs are great for short-term use and storage, they are not ideal for long-term archiving as elements such as links become invalid, or an embedded media format is no longer supported.

The solution to this problem is PDF/A. In this blog, we’ll discuss what PDF/A is, why it is the preferred format for long-term storage and archiving, and the benefits of using an SDK such as the Apryse PDF/A SDK for conversion.

First published as an ISO-standard on October 1, 2005, PDF/A is a format for archiving PDFs suited for long-term storage and preservation. It includes restrictions for certain elements such as non-embedded fonts, audio and video content, encryption, and more.

The PDF/A standard ensures that documents can be displayed exactly the same way regardless of technology changes. All of the information necessary to display the document consistently is embedded in the file, making it 100% self-contained.

The PDF/A archiving format is divided into 4 standards (PDF/A-1, -2, -3 and -4), each supporting different conformance levels (a, b, u, 4e and 4f).

See our blog on the different versions of PDF/A for a detailed explanation.

When choosing a digital archiving solution, PDF/A stands out among other formats such as TIFF and WARC. Here is a quick comparison of the formats.

PDF/A: Designed for long-term archiving of documents. Files sizes are larger than regular PDFs as they contain all necessary information to ensure reliable and consistent display. Content is easily searchable. PDF/A files can be opened with any PDF reader on any device.

TIFF: A commonly used standard for archiving high-quality images, including scanned documents. File sizes can be much larger than other formats due to the amount of pixel information. Not easily searchable as it must first be converted to text using OCR. TIFF readers are not as common as for other formats.

WARC: A format used for archiving web pages and websites. File size can vary as the archive contains all parts that make a website including images, metadata, JavaScript, CSS, and more. Searching for information can be difficult, especially in large archives containing thousands of pages. Accessing a WARC requires a player app or site like the WayBackMachine.

We’ve looked at how PDF/A is ideal for long-term storage and preservation but how are businesses using this archival format? We’ll look at four industries and how they can use PDF/A as a digital archiving solution.

Financial Services: Archiving statements, invoices, and other financial documents help meet regulatory requirements and ensure data is accessible during audits.

Government: Birth certificates, land deeds, and other important documents can be archived for long-term storage and preservation.

Healthcare: Preserving patient records and medical reports helps ensure the medical history is accurate.

Legal & Courts: Legal documents, contracts, and case records can be archived to maintain integrity and admissibility in court.

Converting files to PDF/A can be done using apps, online converters, and more. Apryse offers three options depending on your needs and comfort level.

For this blog, we’ll focus on the PDF/A SDK. This cross-platform library is easy to implement into any application and includes features such as:

PDFs are here to stay, and PDF/A ensures they’re still usable in the future. Depending on the specific needs and requirements of your business, the Apryse PDF/A SDK enables you to easily convert files for secure and reliable archiving, while ensuring file integrity and compliance.

Curious to see it in action? Check out our PDF/A Conversion demo for yourself. Have questions, contact our sales team or join our Discord community for support and discussions.